Setting up users in Xero can be tricky when trying to balance access, control, and workflow.
Luckily, Xero provides customizable user roles and granular permissions so you can strategically manage users.
In this post, you'll learn how to add new users in Xero, assign specific roles and permissions, enable advanced features, and edit existing users - allowing you to optimize accounting workflow while maintaining security.
Introduction to User Management in Xero Accounting Software
Xero is a popular cloud-based accounting software that offers robust features for financial management and reporting. As a platform designed for collaboration, Xero provides customizable user roles and granular permissions to enhance workflow efficiency and data security. Properly configuring user access is an important first step for any business adopting Xero.
Understanding Xero Accounting Software
Xero is an intuitive accounting solution suitable for small businesses and enterprise-level organizations alike. Key features include:
- Cloud-based access across devices
- Bank feeds and reconciliations
- Invoicing and expense claims
- Financial reporting and analysis
- Integration with 700+ business apps
As a collaborative tool, Xero enables accountants, bookkeepers, and business owners to work together within a shared, real-time dataset.
The Significance of Customizable User Roles and Permissions
With customizable user roles and permissions, Xero ensures that users only have access to appropriate features and data. This prevents sensitive information from unnecessary exposure while allowing specialized team members to handle relevant accounting tasks.
Configurable permissions are crucial for businesses wanting to collaborate with external accountants or bookkeepers. By limiting external access to necessary functions, financial data remains secure.
User Roles Overview: From Read-Only to Administrator
Xero offers flexible user roles to align with specific access needs, including:
- Read-Only - View accounting data and reports without editing capability.
- Standard - Access common accounting functions like accounts payable and receivable.
- Administrator - Full access to add/remove users and edit advanced settings.
Understanding these preset user roles is key when managing permissions.
How do I manage users permission in Xero?
Managing user permissions in Xero is important to control access and functionality within your Xero organization. Here are some tips:
View User Roles and Permissions
Xero has several predefined user roles like Administrator, Standard, and Read-only. Each role has different permissions.
To view and manage roles:
- Click on your organization name
- Go to the Settings tab
- Select Users from the left menu
- Click on a user to view their current role and change permissions if needed
The Administrator role has full access. The Read-only role can view but not edit transactions or settings. The Standard role has selective access that can be customized.
Add New Xero Users
Adding new Xero users is easy:
- Go to Settings > Users
- Click "Invite a user"
- Enter the new user's name and email address
- Select a user role
- Enable access to specific organization features like Expenses or Projects
New users will receive an email to set up their Xero login.
Adjust User Permissions
To change permissions for an existing Xero user:
- Click on the user name
- Select "Change permissions"
- Check or uncheck features to enable or restrict access
For example, you may want to give an assistant view-only access to bank transactions without allowing them to add or edit transactions.
Carefully managing user roles and permissions ensures your financial data stays secure while enabling your team to collaborate effectively.
How do I give someone access to my Xero account?
Giving others access to your Xero account allows you to collaborate efficiently while maintaining control over permissions. Here's a quick 3-step guide to adding users in Xero:
- Click on your organization name in the top right corner of Xero, then select Settings > Users
- Click Invite a user
- Enter the new user's first name, last name, and email address. The email address will become their login email.
That's it! The user will receive an email invite to access your Xero account.
Now let's discuss the different user roles and permissions you can assign in Xero:
- Read Only - View accounts and transactions only
- Standard - Create bills, spend money, etc. Typical access for most staff
- Advisor - Access sensitive financial data but cannot edit transactions
- Administrator - Full access and control over the Xero organization
The Standard user role is suitable for most staff members. It allows access to accounting features like creating bills, recording expenses, and generating reports without exposing sensitive financial data.
For accountants and financial advisors, the Advisor role grants read-only access to accounts and transactions for advisory purposes without edit abilities that could impact the books.
To maintain security, reserve the Administrator role for management and owners only. This role has unrestricted access to all accounting data and settings.
With Xero's flexible user roles, you can safely collaborate while limiting access as needed. Assign roles aligned to each user's responsibilities in your business.
Can you give someone limited access to Xero?
The Standard user role in Xero provides a way to give users limited access to your Xero organization. This role is ideal for staff who only need to view certain areas of Xero or clients who want to grant their accountant view-only access.
Here's an overview of what the Standard user role allows in Xero:
- View access to client details and connected Xero organizations
- No editing abilities - cannot add, change or delete data
- Access to main dashboard and reporting tools
- Read-only permission for invoices, bills, contacts etc.
To add someone as a Standard user in Xero:
- Go to the Users section in Xero
- Click Invite User
- Enter the person's name and email address
- Select the Standard option for user role
- Click Send Invite
The user will receive an email to activate their Xero access.
With the Standard role, you can easily grant basic Xero access without compromising data security or exposing sensitive financial information. It's a useful way to keep stakeholders informed through view-only permission.
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What is the access level of Xero users?
Xero users can have different access levels depending on the permissions assigned to their user role. The main user roles in Xero and their access levels are:
- Limited User - Can view and edit only their own user data such as time entries. Has read-only access to other data.
- Standard User - Has access similar to an administrator but cannot view or change cost rates or cost-related data. Suitable for most small business users.
- Advisor User - Read-only access to most data. Useful for accountants, bookkeepers and auditors.
- Read Only User - Has read-only access to all data with no ability to edit. Useful for managers who only need to view data.
The Xero administrator can customize user roles and permissions as needed. For example, an accounts receivable clerk may be set up as a Standard User but with permissions limited only to accounts receivable data.
When adding users in Xero, it's important to carefully consider what level of access each user needs to productively perform their duties without exposing sensitive data. Restricting access also reduces the risk of accidental or intentional data changes. The Xero access controls make it easy to find this balance.
How to Add New Users to Xero
Adding new users to Xero allows you to grant access and assign permissions to your accounting system. Here is an overview of how to onboard new users:
Accessing User Management Features
To add users in Xero, first navigate to the Settings menu. Under Users, select Invite user to open the user management section. This is where you can view current users, their roles, and invite new ones.
Step-by-Step: How to Add User in Xero
Follow these steps to add a new user:
- Click Invite user and enter their email address.
- Select the appropriate User role for them:
- Advisor: For financial advisors or accountants. Grants full access.
- Standard: For most employees. Provides access based on assigned permissions.
- Read-only: For view-only access to specific areas.
- Customize access further under Permissions.
- Click Invite user. An invitation will be sent to their email.
Once they accept, you can view and edit their details under Users at any time.
Assigning Xero User Roles and Permissions
Xero has predefined user roles that automatically grant common permissions:
- Advisor: Full administrative access for managing organization finances.
- Standard: Limited access based on assigned permissions. Most employees get this role.
- Read-only: Strictly view-only access to specific areas, with no editing ability.
After assigning a role, click Permissions to customize by enabling/disabling access to various features like accounts, contacts, reporting, and more.
Enabling Advanced Accounting Features for Specific Users
Under Permissions, you can grant access to advanced accounting tools for users who need them:
- Multi-currency: For using multiple currencies.
- Budgets: For managing budgets.
- 1099 Tax Forms: For 1099 tax reporting.
Enable any advanced tools the user should have access to based on their role and requirements.
Following these best practices for user management ensures your team has appropriate access while maintaining security. Let me know if you have any other questions!
Customizing Access with Xero's User Roles
Xero offers several user roles to control access to features and data within the accounting software. Understanding these roles allows businesses to customize permissions based on user needs.
Understanding the Administrator Permission Level
The Administrator role has full access to all areas and features in Xero. Key capabilities include:
- Add, edit, and remove users
- Change user roles and permissions
- Access all accounting tools and reports
- Make adjustments to existing transactions
- View and edit business settings
Admin rights should only be granted to those overseeing financial data and managing user roles.
The Standard User Role in Xero: Balancing Access and Control
The Standard user represents the typical access level for most staff. Standard users can:
- View accounting overviews and run reports
- Create and edit transactions
- Use all features except user management tools
The Standard role strikes a balance of access without exposing sensitive tools. It's ideal for employees actively using Xero day-to-day.
Granting View-Only Access to Users
Assign the Read-Only role when users should have limited, read-access such as:
- External accountants reviewing books
- Junior staff learning the system
- Regional managers monitoring location performance
Read-Only users can view accounting data but cannot edit transactions or change settings.
The Advisor Role: Access for External Accountants
The Advisor role provides external accountants view and limited edit access to books for tasks like:
- Reconciling accounts
- Posting adjustments
- Managing accounts payable/receivable
Advisors cannot add users, change business rules, or edit existing transactions. This strikes a balance for accountant access.
Managing Access and Permissions for Existing Users
Editing and Updating User Information
To edit a user's details in Xero, navigate to the Users tab under Settings and click on the user you wish to update. From here you can change details like their name, email address, phone number, etc.
It's important to keep user information current so you can easily contact them if needed. You may also need to update details if a user changes roles or leaves the organization.
Reviewing and Adjusting User Permissions
Xero has 3 main user roles - Admin, Standard, and Read-Only. It's a good idea to periodically review permissions to make sure users only have access appropriate for their role.
To adjust permissions:
- Go to Settings > Users
- Click on the user
- Under Access Level, choose the appropriate role
For example, if a Standard user changes roles in your organization, you may want to downgrade them to Read-Only access.
Deactivating Users and Managing Offboarding
To remove a user's access while preserving their historical activity, deactivate their account instead of deleting it.
To deactivate a user:
- Go to Settings > Users
- Click on the user
- Choose Actions > Deactivate user
The user will no longer be able to access Xero but their previous actions will remain tagged under their name for auditing purposes.
Offboarding checklists can help ensure you revoke all access when someone leaves your organization.
Auditing User Activity for Security and Compliance
Under Settings > Audit log you can monitor important events like:
- User logins
- Permission and setting changes
- When bank transactions, invoices, etc. were created or modified
Reviewing this data regularly is crucial for security, compliance, and operational transparency.
Conclusion: Best Practices for User Setup in Xero
Recapping the Essentials of Xero User Management
When setting up users in Xero, it's important to carefully consider the access level and permissions assigned to each user. The main user roles in Xero are:
- Administrator - Has full access to all areas of Xero. Should be assigned to accounting managers and owners.
- Standard - Can access most common accounting tasks. Good for bookkeepers and accounting staff.
- Read Only - Can view accounting data but not make changes. Useful for staff needing to reference data.
Be strategic when assigning user permissions in Xero. Give users the access they need to do their jobs, but not more access than necessary.
Conduct periodic reviews of user roles and permissions to ensure they are still appropriate as company needs evolve. Remove access for inactive users to maintain security.
Strategizing User Access for Optimal Workflow
Map out your accounting workflows and processes before setting up Xero users. Consider which tasks are handled by which staff members. Assign Xero access accordingly so users have the permissions they require but no unnecessary access.
For example, bookkeepers likely need access to bank reconciliations, invoices, bills, and reporting. But they may not need to access payroll features.
Optimizing user roles and permissions for specific job duties creates an efficient, streamlined accounting process.
Further Resources and Support for Xero User Management
For help managing users in Xero, consult the Xero product documentation and community forums. The Xero Central Knowledge Base also provides useful guides for setting user permissions.
If you need additional assistance tailoring Xero access for your business workflows, consider working with an accountant or bookkeeper familiar with Xero's user management tools.
